7ADVANTAGES WHEN PARTICIPATING IN PROJECTS r&d + INNOVATIONStudy of the state of the artExistence of technological riskBenefit or Loss SourceContribution to competitiveness= TECHNOLOGICAL AND ENTERPRISE SCIENTIFICCHALLENGE

8Technological and economic impactTechnological Renovation.Acquisition of new knowledgeAccess to technological information of strategic nature when collaborating in international consortiums ( Privileged Contacts)To share risks of R & D with other entities.Financial aid and returns that allows to aim more ambitious technological objectives.

9Market impactAccess to new potential markets, for its individual development or in cooperation with international partners.Corporative image and credibility before clients and partners.Increase of the visibility and of the enterprise or institutional prestige.Competitive advantage as a result of being at top level in innovating subjects.

10Strategic aspects to be consideredReasons to undertake a projectAdvantages that can be obtainedRights (preliminary and as a result of the project)ObligationsAssumable effort by the organization (human and material resources)

11Strategic aspects to be consideredIt is advisable to bear in mind that a European project is very profitable and attractive if it is framed in the habitual activities of the organization, if it is in line with its capacities and if it responds to its needs.

12Strategic aspects to be consideredSUMMARY….Reasons to undertake the projectReduction of the risk associated to the innovationPrivileged contacts with Pan-European partnersIncrease of the visibility and enterprise prestigeAdvantagesNon-refundable subsidy of, at least, 50%.Access to excellent technological information (competitive advantage).

14Step 1. Identify relevant calls for proposals –identify a call that is relevant to your organisation or to an idea you may have for a research project Step 2. Obtain call-specific documentation and forms – The Commission publishes a separate information package which includes a comprehensive Guide for Proposers that offers practical advice for preparing and submitting proposals under each call. Step 3. Establish consortium of researchers, developers and end-users – The proposer must recruit partners to form a consortium capable of undertaking all aspects of the intended project Step 4. Prepare research proposal Step 5. Submit proposal to Commission by call deadline

15Step 1. Identify relevant calls for proposals –identify a call that is relevant to your SME or to an idea you may have for a research project Step 2. Obtain call-specific documentation and forms – The Commission publishes a separate information package which includes a comprehensive Guide for Proposers that offers practical advice for preparing and submitting proposals under each call. Step 3. Establish consortium of researchers, developers and end-users – The proposer must recruit partners to form a consortium capable of undertaking all aspects of the intended project Step 4. Prepare research proposal Step 5. Submit proposal to Commission by call deadline

18How to find a call ?Get acquainted with the existing programmes in your areaMake a list of the most interesting websites for you (favorites)Subscribe to newsletters and servicesDedicate some time each week to MONITOR what is going on (i.e. 30 min each week may be enough)Attend events organised in your country to learn about new programmes and projects…..

19Step 1. Identify relevant calls for proposals –identify a call that is relevant to your SME or to an idea you may have for a research project Step 2. Obtain call-specific documentation and forms – The Commission publishes a separate information package which includes a comprehensive Guide for Proposers that offers practical advice for preparing and submitting proposals under each call. Step 3. Establish consortium of researchers, developers and end-users – The proposer must recruit partners to form a consortium capable of undertaking all aspects of the intended project Step 4. Prepare research proposal Step 5. Submit proposal to Commission by call deadline

20STUDY THE DOCUMENTS RELATED TO THE CALL TO FIND THE ANSWER TO THE FOLLOWING QUESTIONS…Am I eligible for a given programme or funding source?Is my type of research, innovation or enterprise development activity eligible?What type of financial support can I obtain?Who else should be involved in the project?What about my timeframe?How is the application process?

22CALL INFORMATION– EXAMPLE FP7General information about the Framework Programme and its content: CORDIS FP7 websiteCurrent work programmes for each field:All Open Calls arranged by specific programme can be found at:

26Step 1. Identify relevant calls for proposals –identify a call that is relevant to your SME or to an idea you may have for a research project Step 2. Obtain call-specific documentation and forms – The Commission publishes a separate information package which includes a comprehensive Guide for Proposers that offers practical advice for preparing and submitting proposals under each call. Step 3. Establish consortium of researchers, developers and end-users – The proposer must recruit partners to form a consortium capable of undertaking all aspects of the intended project Step 4. Prepare research proposal Step 5. Submit proposal to Commission by call deadline

27A SUCCESSFUL PROPOSALWhat makes a good proposal?Who may participate? - building a consortiumSchedule for proposal set-upProposal structure

28KEY ELEMENTS OF A GOOD PROPOSALGood project ideaScientific excellenceMust be consistent with the Community‘s goalsMust be consistent with the thematic requirements work programme and callExcellent, well-balanced consortiumWell-formulated proposalMust be consistent with the formal requirements of the CommissionMust capture the evaluators’ attention

29PROPOSAL DEVELOPMENT: How To Go About ItDefine your project idea and main goalsCheck the funding possibilities and schemesyour idea must meet every requirement in the Call!Make sure the required funding scheme is suitable for your idea!Inform yourself about projects in your field that are already being funded (if any) – i.e. CORDIS project database:Identify the submission deadlineTime schedule

30PROPOSAL DEVELOPMENT: Before writing the applicationObtain the relevant documentsFamiliarise yourself with the guidelines and requirements for proposal submissionDefine project idea: objectives, expected results, activities in line with the work programmes and call guidelinesBuild a strong consortiumDetermine a schedule for completing the proposalGet a second opinion of the national contact points and/or the European Commission

31PROPOSAL DEVELOPMENT: Summary of the Project IdeaResearch topicPoint of departure and advancement in state-of-the art to be achieved by the projectMain objectives of the project (in line with the call)Main activities / work packagesExpected results / outputs / deliverablesIdentify your own contribution / project activitiesIdentify contributions you need from other partnersThink about an attractive NAME and ACRONYM – check if you do not infringe any existing Trademark ... !

32How Summary is Writenn Official Number (if available)Work Programe + Funding SchemeTitle of Proposal + ACRONYMObjective of the ProposalBackgroundDeliverables + First UserPhases of the WorkOrganisations involved and their rolesExpected Cost + Duration12345678

33A SUCCESSFUL PROPOSALWhat makes a good proposal?Who may participate – building a consortiumSchedule for proposal set-upProposal structure

34THE CONSORTIUM: Minimum RequirementsMinimum number of partnersGeographical originType of legal entitySee work programme and call**** just meeting the minimum requirements is often not enough to win the proposal!Minimum Requirements in FP73 Institutions from 3 different Member States or Associated CountriesExceptions:ERCSupport ActionsMarie Curie Grants

35THE CONSORTIUM: Who May ParticipateEvery legal person (legal entity); natural persons (in some exceptional cases)partner = always defined as the whole institution (legal entity)Eligible states whose costs may be reimbursed by the EUEU Member StatesAssociated Countries: now eligible in FP7International Organisations of European interestJoint Research CentresICPC – “International co-operation partner country“: Third Countries with low to medium income (http://ec.europa.eu/research/iscp/pdf/icpc_countries_en.pdf)

36THE CONSORTIUM: Third Countries in FP7Non-EU Member States not belonging to the ICPC and not associated with the Framework Programmes (i.e. not contribute to the financing of the FP), E.g. USA, Canada, JapanConditions of ParticipationNecessary for the success of the projectCan add value to European researchIf included in a CallIf there is an R&D agreement with the EU (FP7)Participation without financial aid from the EU is also possible

37Building a consortium - structureOther participants with bilateral contracts or special regulation:CoordinatorPartnerCommissionConsortiumGrant AgreementSubcontrac-torExternal expertThird Party

38The Coordinator: ResponsabilitiesCoordinator is responsible for the entire project and has the greatest workloadResponsible for submitting the proposalCoordinates contract negotiationsTasks according to the contract (Grant Agreement):Receives and distributes EU paymentsScientific-technical, financial and administrative coordinationCoordination of legal matters (Project contract, Amendments, Consortium Agreement)Single contact point for the EC Coordination should not be a “one-man show“, but rather done by a team; large-scale projects should have a project management office

39Strategy for being a CoorindatorBeginners: do not coordinate. Wait for 2 or 3 projectsAdvantages of being coordinatorCoordinator defines the direction of the projectContact person with Commission (Conferences, lobbying..)Extra money for coordination (7%)Invited into new proposalsKey issueSupport-services essential. (financial, legal)

41Project Partners: ResponsabilitiesPerform activities set down in the contract, submit contributions (e.g. reports, financial statements, information about project progress)Assume part of the responsibility of project execution/ leading workpackages and central tasks if necessary (in a Steering Committee, for Dissemination/Exploitation, etc.)Share the “project risk“

45The ConsortiumConsists of different Partners... with different personalities... from different countries/cultures... from different areas (e.g. university, industry, government)... with different motivations/goals (publications, commercial exploitation, financing of personnel, etc.)... with different experiences... with different possibilities (SME, Partners from certain countries) The challenge of international project management

46Building a consortiumFrequent errors in selecting partners:Accepting partners with questionable financial backingIncluding a partner in the consortium for personal reasons (e.g. a good friend whom you owe a favour)Including a partner for policy reasons (countries represented) who can contribute little or nothing to the project workAccepting “multiple project partners” who are involved in many projects but whose dedication to the individual projects is questionable.....Did you ever face any problem with partners?

47POSSIBLE Exercise….Imagine you have a project idea and found a suitable callNow you are looking for partners….How would you approach this?Which channels would you use to find partners?What information would you provide to them?What information would you request form the partners?Work in groupsTime: 15 minutes

48Building a consortium: StepsFirst of all – study the information package to determine:What kind of partner you need for a strong proposal (type of organisation, expertise, geographical origin)Search suitable partnersAfter initial contact and indication of interestprovide:summary of the project you plan to proposerequest:Description of their activities and background in relation to the topic of the proposalExperience in participating in EU projectsUnit costs for budget planningAdministrative information as required by the application forms

49A SUCCESSFUL PROPOSALWhat makes a good proposal?Who may participate – building a consortiumApplication Procedure: schedule for proposal set-upThe Structure of a Proposal

50PROPOSAL DEVELOPMENT: Before writing the applicationObtain the relevant documentsFamiliarise yourself with the guidelines and requirements for proposal submissionDefine project idea: objectives, expected results, work packages, activities in line with the work programme and call guidelinesBuild a strong consortiumDefine the role of each partner in the projectschedule for completing the proposalsecond opinion: national contact points and/or the EC...

51Hints for developing a proposalBegin as soon as possible (3 weeks – even sleepless weeks – are NOT enough for a good proposal!)Define a schedule for the proposal set-up and provide it to the other partnersConsider what information you require from which partnerDistribute tasks to the partners (but be realistic with your expectations) and set concrete deadlinesPlan a preparatory meeting with the consortium, if possiblePlan time to edit and rework the proposal

52Proposal development Other issues - IPRFor research proposals, it is advisable to draw up a “Confidentiality-Agreement“ to be signed by all partners (model available from the IPR-Helpdesk, DESCA model)Clarify from the beginning the confidentiality of the project idea when communicating with (potential) partnersClarify property rights for Know-How relevant to the proposalSpecially important when including companies

53Application ProcedureProcedure is determined in the callOne-stage: a full proposal must be submitted by the submission deadlineTwo-stage: a shorter first-stage proposal (approx. 12 pages) is submitted first and has to be extended into a complete proposal once approved To be successful, the general concept of the project has to be ready for the first-stage proposal (most importantly the scientific concept and the work plan!)Trend: two-stage proposal procedureTrend: continuous submission = open calls with multiple submission deadlines with evaluations occurring at certain intervals

54A SUCCESSFUL PROPOSALWhat makes a good proposal?Who may participate – building a consortiumApplication Procedure: schedule for proposal set-upThe Structure of a Proposal & Application Writing

55Typical elements of a proposalAdministrative information on the coordinator & partnersBudget tablesConcept note, or summaryTechnical info on the partners, the key staff and the consortium as a whole – technical capacitiesObjectives, expected results – in relation to the call /work programmeWork packages and tasks / activitiesDeliverables, MilestonesWork plan (chart)Management, quality control,Dissemination,ExploitationEthical issues, gender  How to go about it?

56POSSIBLE EXERCISE….Imagine you plan to submit a project proposal…Deadline May 1How would you proceed step by step and plan the time until the deadline?Discuss in groups of 2-4 persons20 minutes

57Sample schedule Structuring the Proposal/consortium building:Define Work Packages incl. WP leaders February 20, 2014Refinement of Concept and Objectives By February 23, 2014Consortium building finalised By March 2, 2014Circulation of first draft to whole consortium On March 7, 2014Development of core contentDefine Subtasks incl. Deliverables and Milestones By March 21, 2014Collection of information on resources needed By March 21, 2014Review and description of state of the art By March 21, 2014Description of impact By March 21, 2014Management structure, diss&expl strategy By March 21, 2014Admin information , summary/abstract Beginning of AprilFine-tuning and revision of proposalCirculation of advanced draft On March 23, 2014Consortium meeting End of MarchFurther revision based on results of meeting beginning of AprilSubmission of final proposal May 1, 2014Sample schedule

58Typical Proposal ComponentsAdministrative informationAccording to forms providedBudget tablesTechnical work descriptionIn FP7: can be designed as desired using a word processing programmeFollow strictly the structure given in the Guide for Applicants (provided chapter headings and numbers of pages page MUST be adhered to!)In other programmes: pdf templates providedExample of forms

59TitleThe title should be based on the main dliverableCould be used in a sentence + self explanatoyExample: Nanocomposites: The Next Generatíon of PlasticsACRONYM: Must make sense e.g. Nano PlasticsOBJECTIVEA short clear description of the proposed work

60Drafting Administrative Part ( A: Form A1)Completed by coordinatorChoose keywords carefully, since they will be used to select evaluatorsAbstract should be well-formulated; plan enough time for this write it in the end

66Scientific / technical quality: main focus and hintsConcept and objectivesProgress beyond the state-of-the-artS/T methodology and associated work planEvaluator may not be an expert on the specific subjectAccordingly, describe the plan of the project and its goals in easily understandable wayObjectives should be attainable and measurable:not: “The technology will enable the production of quieter, environment-friendlier lawn mowers“,rather: “By the end of the project it will be possible to reduce the noise level of lawn mowers by 3.5dB.”SMART: Specific, Measurable, Attainable, Relevant, Time-bound

67Scientific / technical quality: main focus and hintsObjective of the ProposalBackgroundEDUCATE THE EVALUATOR (with `facts' and `figures')Why bother? (what problem are you trying to solve?)Is it a European problem?Is the solution already avafable (product, service, transfer)?Why now? (What would happen if we did not do this now?Why you? (Are you the best people to do this work?)

68Example: ObjectivesMobility of researchers, engineers and technicians: to increase the overall level of competences, valorise the use of RTD infrastructures and address SME needs in terms of human resources. Target: at least 5 persons per cluster per year during the Joint Action Plan implementationTrans-cluster knowledge transfer: specific collaborations will also be defined: nature of the knowledge to be transferred, partners, IPR conditions, specific agreements Target: for each cluster, at least 60 actions (10 per cluster) to be proposed for research – business knowledge transfers by 2011Identification and support RTD projects: ranking, links with other EU projects, analysis, identification of research priorities Target: at least 20 trans-cluster projects (with at least 3 clusters involved) to be identified and defined in the JAP, i.e. objectives, relevance, potential consortia, financial instruments to be foreseen, links with other projects, timing

69Scientific / technical quality: main focus and HintsConcept and objectivesProgress beyond the state-of-the-art / needs analysis / backgroundS/T methodology and associated work planClear description of the state-of-the-art, or the situation you pretend to improveLiterature references! – Quality above quantity (in text or as footnotes)Run a search on the CORDIS project database, and other relevant databases and include the results (of both concluded and running projects)  show that you know the state-of-the-artMake sure that the methodology of the project implementation ensures that each partner has an active role in the projectproject progress should be attainable and verifiable

70Scientific / technical quality: main focus and HintsWork packages (WPs)group of tasks / activitiesFor small and medium projects: ca. 5 technical WPsHorizontal vs. Vertical WPsSeparate work packages for management and dissemination / exploitationEach WP should have at least 1 milestone + at least 1 deliverableWork package leaders – partners with specific expertiseA table listing possible risks and solution strategies, if necessaryDeliverable • Defined project result that must be accounted for in reportsMilestone • A project checkpoint that measures how project progress is keeping up with the project‘s schedule

72DeliverablesDeliverables are project outputs/results (reports, methodologies, products...)Used to measure project progressOnce you have defined the work packages, list the deliverablesIndicate month of completion, nature and dissemination level

73Critical point for the project MilestonesCritical point for the projectthe end of a stage that marks the completion of a work package or phaseMay indicate completion of a key deliverableMilestone numberMilestone nameWork Packages involvedExpected Date-MonthMeans of verification1Successful synthesis and assembly of bifunctionalised molecular linkersWP310TEM and chemical analysis2Electron transfer improvement through nanoparticle linked bacteriaWP3, WP412Electrochemical and STM techniques

88Implementation: main focus & hintsManagement structure and proceduresIndividual participantsConsortium as a wholeResources to be committedplan phase - template to obtain information about partners**Short profile of each institutionroles in the projectFocus on relevant experience in the fieldKey staff: Introduce managers & researchers who will be working in the project (expertise, short but significant profile)  EC may check during the project whether these people actually work for the project

89Implementation: main focus & hintsManagement structure and proceduresIndividual participantsConsortium as a wholeResources to be committedDescription of complementary expertise and its appropriateness with regard to the project objectivesShow how partners are linked to each other / that all partners are fully integrated into the overall conceptCategorise in individual fields of expertise, if necessary

90Implementation: main focus & hintsManagement structure and proceduresIndividual participantsConsortium as a wholeResources to be committedResources have to be appropriate for the work to be doneBudget based on the work plan (also timing is important)Description and explanation of larger cost items (apart from personnel costs) – show necessary for the projectCoordinator should not try to guess each partner‘s budget but ask for their input; calculation is better than estimation!Ask for cost of person months etc.

91Impact: main focus & hintsImpacts in Relation to the WorkprogrammeContributions to Impacts ListedSteps required to Bring ImpactsEuropean DimensionTechnological and environmental impactRelationship to National and International Research ActivitiesExternal Factors

92Impact: main focus & hintsStructure the section clearlyStrategic research agendas (SRA) that are drawn up by Technology Platforms can be helpful in describing the impactQuote EU-Directives, European initiatives, white papers...Mention market analyses, studies in the given fieldAlso: describe as precisely as possible, e.g. indicate figures when you mention increasing market shares for a certain technology

95Exploitation (Part B: Section 3)Describe the possible exploitation strategies for the project’s results as precisely as possibleRefer to the current “market situation”Make clear that you have thought about IPR issuesAll partners should be familiar with the regulations pertaining to exploitation and intellectual property in FP7:Clear agreements during the proposal phase can prevent conflicts during the implementation phase + increase the chances of a proposal being accepted

96Ethical IssuesMention/describe every aspect that could be of ethical relevance to the project theme, even if the project is non-biological!E.g.: informed consent (patient studies), use of personal data/data protection, animal experiments or studies, use of human tissue (embryonic stem cells)Filling out the “ethical issues“ table is not sufficient!Tip: “Ethical Guidelines for undertaking ICT research in FP7“ in the ICT Guide for ApplicantsCORDIS site: (under “supporting documents“)

97Gender IssuesShort description of activities that will be undertaken in the project to ensure gender equality in the project and/or in the given field of researchActivities can be undertaken within the consortium (e.g. measures for equal opportunities, family-friendly working conditions, etc.) or, if adequate, focus on the greater public (e.g. events at schools or universities - “Girls Day” in Germany)Will not be evaluated, but if the proposal is successful, the subject will be discussed during contract negotiations

98Other Practical hints for proposal drafting (I)Choose a meaningful title and acronymKeep an eye on linguistic quality – have a native speaker read the document, if necessarySelect relevant, choice literature references (quality above quantity)Make sure only one person works on the original document at a time!Upload at least one “pre-final“ version of the proposal a few days before the deadline

99Other Practical hints for proposal drafting (II)Keep the evaluators in mind while writing and editing the proposal!Clear, easy-to-read layoutSufficient font size and line spacingUse tables, graphs and listsavoid photos or graphics whose contents are difficult to identifyGraphics must also be understandable in black-and-white

100possible Support Actions....What else can I do to make my proposal successful?Compose an outline of your proposal, discuss it with the appropriate NCP (well in advance)Introduce the proposal to an appropriate officer at the ECParticipate in events organised by the NCPs or the Commission relevant to your topicFor research topics not covered in the current work programme: contact the appropriate NCP – most of them will “collect“ suggested topics for future work programmes and will forward them to the CommissionLobbyingKeep in contact with the NCPs & EC – Project officers of running projectsCheck the possibilities offered by Technology Platforms

101European Technology PlatformsThe basic idea was developed in 2004 by big industry, research institutes and the European Commission. The platforms bring together all the stakeholders in a given fieldThe main task of the ETPs is to define medium- and long-term research and technology foci in a sector, and validate them in a Strategic Research Agenda (SRA)SRAs are realised through the Framework Programmes, among others; i.e. topics in the specific work programmes include goals of the SRAs.There are currently 30 ETPs

102European Technology Platforms and LobbyingBecome an institutional member of an ETP and gain access to up-to-date information in your field of research as well as influence in designing the SRAFor concrete proposals: inform yourself about the content of the SRA and compare it with the text of the Call in the work programme in which you‘re interestedIf there‘s concurrence between your proposal and the SRA, refer to the goals of the relevant ETP when writing your proposal

103Checklist before submitting a proposalDoes your planned work fit with the call for proposals?address the topics open in the call  work programmeAre you applying for the right funding scheme?proposed work falls within the scope of this call, eligible funding schemes  work programme. (If there is a choice, have you opted for the one that best suits your needs) Is your proposal eligible?Eligibility criteria are given in the work programmeMake sure: to satisfy the minimum requirements for the makeup of your consortium, budgetary limits that may have been fixed on the requested EU contribution.

104Checklist before submitting a proposal Is your proposal complete?administrative information, including participant and project cost details on standard forms; Scientific and technical description of your proposal addresses all requested itemsDoes your proposed work raise ethical issues?Clearly indicate any potential ethical, safety or regulatory aspects of the proposed research and the way they will be dealt with in your proposed project.Does your proposal follow the required structure?be precise and concise, and follow exactly the proposal structure described in the guide for applicants (and in the eForm user guide)

105Checklist before submitting a proposalHave you maximized your chances?edit your proposal tightly, strengthen or eliminate weak points. Put yourself in the place of an expert evaluator; refer to the evaluation criteria given in the Guide for Applicants. evaluated by experienced colleagues; use their advice to improve it before submissionDo you need further advice and support?inform your National Contact Point of your intention to submit a proposal

106SubmissionEnsure you filled-in all requested documents and sectionsEnsure you have all original signatures you needSubmit electronic version well in timeEPSSPdf formats with submission functionPhysical documents: date of post stamp or date of receival?

107ELECTRONIC PROPOSAL SUBMISSION SERVICE (EPSS) – FP7Coordinator registers proposal on the EPSS Website and receives a username and passwordCoordinator sets up passwords for the other partners and forwards themPartners fill out the required forms (Forms A)Coordinator fills out budget tablePart B (Technical Description) is drawn up offline and then uploaded as a PDF documentUploading drafts and updates is possible until the deadline provided in the CallEPSS Guide provides detailed information on how to use the EPSS systemHelpdesk available for any problems

108The process: from the Call to the Project1- or 2-stageproposalCheckfunding eligibilityIndividualevaluationConsensusPanel reviewFeedback(ESR)Ranking(short list)Report to theCommissionContractnegotiations4 – 5 Months3 – 5 Months2 – 3 MonthsThe process: from the Call to the Project